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Payment Vouchers - Creating

Distribution

Director of Procurement Services

AP Administrator

PO Administrator

PO Purchaser*

Related Procedures

Payment Vouchers - Initiating

Ownership

The Director of Procurement Services is responsible for ensuring this document is necessary, reflects actual practice, and supports University policy.

Integrated System Purchasing
N ® Payment Voucher
Payment Voucher

You MUST complete a separate Payment Voucher for each invoice.

1. Open the Payment Voucher folder by clicking on the folder icon.  Select "Payment Voucher" from the list of available folders.

2. Complete the Payment Voucher header.

Standard will default, which is the correct type for Payment Vouchers. (Do not change).

Select Supplier (e.g., vendor, employee, student) from the list of values for the Supplier field.

The supplier you pick must be the name of the person or company that you are paying.  This is the name that will appear on the check.

Select site from the list of values.  This must be the pay site

This information appears on the check stub or Direct Deposit Notification and will help identify the payment.

Enter a description

Enter date goods/services were received.

Enter the total amount.

This number is system-generated and the field is populated when the transaction is saved.

“Net 30” days will default for vendors. 

         Note:  There are special circumstances when you are allowed to change terms to “Immediate”.  They are:

         Human Subjects

         Honoraria

         Travel

“Immediate” will default for students and employees. 

3. Save your work. 

4. Record the Voucher Number on any supporting documentation.

5. Click on the [OK] button.

6. Click on the [Distributions] button to enter PTAEO information.

7. Open the "Payment Voucher Distributions" folder by clicking on the file folder icon.

8. Enter information in Distributions section.

Item will default, which is the correct type for Payment Voucher Distributions.  (Do not change).

Enter dollar amount to charge to the PTAEO.

9. Ensure that the distribution amount agrees with the header amount.

Never copy the Account field!

10.    Save your work

11.    Close Distributions form and return to the payment voucher header.

12.    If additional information or explanation is required, use the attachment function to document the explanation.

Select Miscellaneous   from the list of values.  (Hint: Type an M and Tab). 

Enter a description that identifies what the payment is for.

Select Long or Short Text

13.    Save your work.

14.    Close attachment form and return to Payment Voucher header.

15.    Place on Navigator by clicking [File], [Place on Navigator].

The Navigator window has two tabs.  When there is a document on the Navigator the Documents tab is the default.  To see Functions click the Functions tab.

16.    After obtaining departmental approval, return to the Documents tab.  Select and open the voucher to be validated (approved).

17.    Click on the [Actions... 1] button to approve Payment Voucher. 

18.    Select the appropriate option(s) and click on the [OK] button.

Check this box if you have received all necessary departmental approvals and you are ready to submit the payment voucher to Accounts Payable.

Once you have approved the Payment Voucher it is available for processing by Procurement Services.  It is not possible to electronically route the payment voucher to a departmental approver.  Obtain additional departmental approval via e-mail or paper.

Check this box only when special circumstances require that someone must physically pick up the check.  All other payments will either be mailed or handled via direct deposit.

Check this box if a paper document must accompany the payment.  Forward the paper document to Procurement Services with information such as voucher number, payee, invoice date, and amount to allow Procurement Services to match the document with the Payment Voucher.  This Payment Voucher will remain on hold until Procurement Services has received your documentation.

If the check attachment is not required to be on original document, you may fax it to Procurement Services at (434) 924-3077.  Please include a cover sheet with the voucher number, and number of pages.

See Procurement Services web site for Foreign/wire instructions

Check this box if payment must be made prior to receiving the goods or services.  You must state the reason that prepayment is required, either in the description section or by clicking on the attachment icon  on the toolbar.

Check this box if your voucher had been returned and you have supplied requested information on the  attachment.

19.    You will receive one of the following approval messages. 

a)  Depending on the expenditure type selected or the dollar amount of the payment voucher, the payment voucher requires Accounts Payable review.

b)  The Payment Voucher passed funds check with advisory warnings.  This means that the amount of the Payment Voucher exceeds the available budget.  The purpose of this message is to alert you that you may need to adjust your award budget.

20.  Click on the [OK] button.

21.    Return to the Payment Voucher header.

Status on the Payment Voucher header will be one of the following: